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Our Lady of the Lake, Minutes of the Administration Commission Meeting, January 28, 2021

Our Lady of the Lake, Minutes of the Administration Commission Meeting

January 28, 2021

This meeting was done on Zoom.

The meeting was opened with a prayer led by Monsignor Makarewicz. Attendees included Charles Cassmeyer, Bob Cotter, Eric Brauman, Robert Adams, Larry Buschjost, Brian Hamrin, Tom Ziegler, Laura Nelson, John Riley, and Luke Graessle.  Jim Tapella was excused.

Minutes from the December, 2020 meeting were reviewed and approved.

Old Business:

a. Preventive Maintenance Schedule:  The preventive maintenance tasks have been placed into a format that presents the tasks on a monthly basis.  This will allow the office staff to print out the tasks for that month and then the Maintenance Person will be able to perform/oversee the actions for that month.  There is a check-off block for each task and they can be checked off once the task is completed.  At the bottom of the monthly tasks is a block where notes can be taken and a sign-off for the Maintenance Person to indicate completion of all tasks for the month and a sign-off for the Pastor to indicate review/approval.  The next step will be for John Riley and Monsignor to review every month’s tasks to make sure they understand and to ensure the workload is adequately balanced.  If they have questions Tom Ziegler and Luke Graessle will meet with them so we can all have a common understanding of what will be done and how it will be done.
b. Long Range Plan Update:  On the day of this meeting, the subcommittee working on the long-range plan, along with Monsignor and John, met with the Architects who we have hired to assist us in development of the plan.  This was a re-kick-off because of the disturbance from the pandemic that slowed our progress.  We reviewed our priorities and the results from our problem identification efforts.  It is still our desire to complete the long-range plan by the end of the first quarter of 2021 but we recognize that this may extend a bit if needed to make sure we get a quality product.
c. Permanent Streaming:  We are still waiting on a proposal from the vendor.
d. Security Cameras:  We discussed whether the office staff will be able to view the camera coverage in real time.  Eric will look into this further.
e. Network Infrastructure:  We continue to work on extending Wi-Fi in areas of the church and Bestgen Hall.
f. Sprinkler System Water Usage:  2020 was the lowest usage of water in the past 5 years.  Part of this is attributed to John overseeing the use of sprinklers better to make sure we are not using water when it is not needed.  Bob Cotter has the action to set up a meeting with a landscaper and the water company to discuss if what we are using is expected and to see if there is anything else we should be doing to keep our grass green while keeping our costs as low as possible.

New Business:

a. Planned Giving:  It appears that this initiative is on hold at this time.
b. Review all Contracts and Leases:  John and Monsignor will review the listing of all contracts and leases and will make sure they are incorporated into our Preventive Maintenance documents in the appropriate months to make sure we oversee these appropriately.
c. Human Resources:  Laura reported that she has met with the two staff ladies in the office and began a review of the human resources document we have received from the Diocese.  She has some questions to discuss with Monsignor about our flexibility to alter the documents based on our Parish needs.
d. Stewardship Commission:  Monsignor reported that he has five people interested in participating on the Stewardship Commission and he is trying to find another person.  He said the commission will be looking at time and talent from our parishioners.  He said that commission will develop a profile on each of our parishioners so we can understand the resources and help that is available.  He also said the Stewardship Commission will be interfacing with all of the other commissions to assist in getting people involved when needed.

The next meeting will be February 18, 2020 at 5:00 p.m.

Monsignor closed the meeting with a prayer.

Submitted by Luke Graessle